EXECUTIVE ASSISTANT - ADMINISTRATION in ALLIANCE, Ohio at Aultman Health Foundation

Posting dates for internal transfers:
May 7, 2026, through May 9, 2026

BASIC FUNCTION:

Duties in the administrative and secretarial areas of Administration, and Physician Services by carrying through to completion specific work projects assigned.

To plan, develop, and implement services that recognize and support the physicians who are members of Alliance Health Partners. To plan, develop, and implement physician office manager’s functions and educational programs for physicians and personnel. To provide diversified support services necessary to ensure the successful recruitment and retention of physicians.

JOB DUTIES:

1. Keep record of appointments and meetings for the members of the Executive Management Team and assist in any development of data and equipment for appointments, meetings, etc.
2. Secretarial duties include: typing a wide variety of assignments, which are often confidential in nature; filing of correspondence as well as confidential meeting minutes and contracts; shorthand and transcription, report, record, screen visitors and telephone calls, direct visitors/colleagues to the pertinent departments, route calls appropriately. Perform other similar or related duties as directed or assigned by the above managers.
3. Maintain office equipment and manage (order) necessary supplies for Administration and Nursing Administration, Medical Affairs, Physician Services, Palliative Care and other departments as requested.
4. Provide notary public services throughout the Hospital.
5. Place and receive telephone calls, relay messages, make appointments, schedule luncheons, prepare and process catering requests. Distribute or otherwise process itineraries, memos, letters, information packets, etc. Send notices of meetings, luncheons, etc., to appropriate persons.
6. Maintain Access database of all Hospital and entity contracts.
7. Serve as the Hospital’s travel agent, booking all flights, hotels, car rentals, etc. for colleagues, physicians, consultants, etc., and obtaining and balancing receipts for reimbursement.
8. Maintain current knowledge of all recruiting firms working with corporation and physicians being recruited. Review agreements and work with recruitment agencies for required criteria prior to submission for signature in order to obtain the best possible fee and guarantee. Field all calls and e-mails from recruiters, physician candidates, etc. Maintain database of active and inactive recruitment candidates.
9. Coordinate locum tenen physicians, when needed. Work with agency on scheduling, travel and housing arrangements, credentialing, etc.
10. Coordinate educational programs for Alliance Health Partners member physicians and office staff.
11. Coordinate all activities associated with the annual and monthly meetings of Alliance Health Partners to include functions of the Nominating Committee, invoicing and collection of membership dues, maintain current membership, distribution of Annual Report and any other materials to the membership.
12. Invoice membership for annual Shuttle Service fees and maintain current and accurate list of participating physicians/practices. Coordinate members with Hospital Transport Service.
13. Maintain checking account for Alliance Health Partners, preparing all invoices and checks.
14. Coordinator for delegated credentialing insurance contracts with Alliance Health Partners (CareSource, Buckeye Community Health Plan, Molina Health Care, MultiPlan, and United HealthCare). Maintain accurate information in Access database for information to be queried and sent to the insurance companies on a monthly basis. Work with Credentialing Corporation and AHP Credentialing Committee to process credentialing and re-credentialing for all members of AHP.
15. Coordinate, prepare for, and attend annual audits for above health plans.
16. Liaison with AHP member physicians, office managers and Hospital personnel.
17. Coordinate the application, credentialing, and reappointment process for Advanced Practice Clinicians.
18. Track expirations of Allied Health Staff licensure, DEA licensure, certification, and liability insurance. Maintain confidential files for Advanced Practice Clinicians.
19. Maintain current copies of, and demonstrate knowledge of Advanced Practice Clinicians Policy.
20. Maintain Corporate Credit Card and reconcile for monthly payment.
21. Coordinate, attend and take minutes for Outpatient Council and Clinical Inpatient Division meetings.
22. Provide back up and assistance, as needed, for Medical Staff Specialist.
23. Provide back up and assistance, as needed, for Executive Assistant reporting to the CEO.
24. Invoice physician offices, pharmacies, ambulance companies, other hospitals, etc. for pharmacy charges.
25. Responsible for checking e-mails and on-line learning assignments (Swank) on a regular basis.
26. Other duties as assigned.

The above statements are general duties and are not to be considered as comprehensive and inclusive of all work requirements. Other assignments and miscellaneous duties may be assigned at the supervisor’s discretion.

HEALTH CARING STANDARDS / VALUES:

1. Greet customers, visitors, and Colleagues immediately with a smile, warm greeting, and introduction, calling them by name if possible.

2. Exceed the expected and anticipate the unexpected by asking, “Is there anything else I or a fellow Colleague can do for you?”

3. Always provide a comforting, timely, caring departure or discharge, and always say thanks for allowing us to serve.

4. Integrity, openness and fairness in all you do

5. Team work

6. Pride in Department

7. Individual creativity and Innovation

9. Compassion and caring

10. Maintain department and hospital standards and policies.

AGE APPROPRIATE CARE:

Colleague has been instructed in providing customer service and on interacting with age groups as related to the department's general client population: including use of appropriate interventions, communication and skills to match the age and/or abilities of the patient/family.

MACHINES, TOOLS & EQUIPMENT USED:

Typewriter, personal computer, fax machine, copy machine, standard office equipment and supplies.

EDUCATION, TRAINING & EXPERIENCE:

High school graduate or commercial school with courses in typing, bookkeeping, and English. Must have PC capabilities. Must have experience and capability of understanding Microsoft Programs (Word, Excel, Access, PowerPoint, Publisher, and Visio). Three years’ experience required. Must be computer literate to complete task(s) as required.

SKILLS REQUIRED:

Verbal ability is necessary to understand a variety of subjects relating to various departments and communication with Hospital personnel. Also, ability to prepare reports, take notes on meetings, and to compose letters using proper rules of grammar, spelling and punctuation. Excellent typing skills (80 WPM)). Clerical and form perception and motor coordination. Some numerical ability. Work with people in a tactful, diplomatic manner. Exercise judgment and discretion with staff members and a variety of types of physicians, visitors and patients.

PHYSICAL REQUIREMENTS:

1. Able to stand/walk to various hospital departments intermittently through a 8 hr. shift.
2. Able to sit at a desk for up to 4 hours at a time.
3. Able to bend to reach items on the floor, desk level and overhead.
4. Able to lift books and supplies weighing 25 lbs. intermittently.
5. Able to see clearly and hear normal speaking tones.
6. Able to communicate verbally interpersonally and over the telephone in a clear and concise speech.
7. Dexterity necessary to write legibly and type for long periods; up to four hours at a time.
8. Visual acuity to proofread.

RESPONSIBLE TO:

Vice President of Operations/CIO

Vice President of Patient Care Services